Creating workflows for Planview LeanKit users

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You'll get visibility of your Planview users by creating configurable workflows to automate tasks such as:

• • Retrieving detailed user information, including a list of products that the user has access to, the user's roles, and other metadata.
  • Onboarding and offboarding users
  • Retrieving SaaS user roles

Before you start

Creating user workflows

Creating SaaS user workflows

Before you start

Before you create workflows, you need to have added your Planview credentials to Oomnitza. Follow the steps in Adding your Planview credentials to Oomnitza.

To save time running workflows you should also have added your Planview subdomain as a global variable in Oomnitza.

Creating workflows

Create user workflows

To create a user workflow, you must complete these steps:  

1. Click Configuration > Workflows 
2. Click Add .
3. Use search to find and select the Users object.
4. Drag and drop the API block onto the Sandbox.
5. Click Edit on the API block and enter Planview in the search field. 
6. Select a preset:
   • Planview Change User Password
   • Planview Create User
   • Planview Delete User
   • Planview Get User by User ID
   • Planview Reactivate/Deactivate User
   • Planview Update User
7. Enter the credentials you created in Adding your Planview credentials to Oomnitza.
8. Your Planview Subdomain is derived from the global variable you created in Adding Planview global variables.
9. Select Advanced Mode.
10. Select the Information tab. Review and ensure that the properties referenced in this location, such as {{planview_user_id}}, exists in Oomnitza and are populated with information before you run this workflow. You can create a user integration to retrieve this information before you run this workflow.
11. Select the Response tab. You can access the complete response by inserting {{response}} in the Response field, and then selecting the Oomnitza field or variable that you want to map to. See Mapping positive and negative responses.
12. Click Save and connect the blocks
13. Edit the Begin block.
    1. From the Actions dropdown, select when your workflow is triggered. You can trigger workflows to run when a new record is added and when a record is edited or archived. You can also configure the schedule to run at a specific time by selecting Schedule.
    2. Optional. In the Rule criteria section, you can add a rule to trigger the workflow. For example, the Status is set to Active, or the Email address is [e-mail].
14. Validate the workflow and Activate it so that the workflow is live in your system.

Fig: Mapping the Get User response

Using the Planview Change User Password preset

The Change User password preset changes a user's password, by User ID. 

The user to be updated is referenced in the Advanced Mode > Information tab in the property{{planview_user_id}}.

For further information, refer to the Planview API Documentation: Change a user's password.

Using the Planview Create User preset

The Create User preset creates a new user. This preset requires administrator access. The following properties are required:

• Email
• First Name
• Last Name
• Password

Did you know?
You can add additional user fields in the Advanced Mode > Body tab. For further information, refer to the Planview API Documentation: Create a user.

Using the Planview Delete User preset

The Delete User preset deletes a user. This preset requires administrator access.

The user to be deleted is referenced in the Advanced Mode > Information tab in the property{{planview_user_id}}.

Warning
If successful, this workflow returns a204 No Contentresponse code. Do not map a response in Advanced Mode > Response, as it will cause the content to fail due to no content. For further information, refer to the Planview API Documentation: Delete a user.

Using the Planview Get User by User ID preset

The Get User by User ID preset enables you to fetch a Planview user, by User ID.

The user to be retrieved is referenced in the Advanced Mode > Information tab in the property{{planview_user_id}}.

For further information, refer to the Planview API Documentation: Get a single user.

Using the Planview Reactivate/Deactivate User preset

The Planview Reactivate/Deactivate User preset enables you to enable or disable a Planview user, by User ID. By default, the user is set to deactivate. Select the Enabled? checkbox to activate the user.

The user to be updated is referenced in the Advanced Mode > Information tab in the property{{planview_user_id}}.

For further information, refer to the Planview API Documentation: Update a user.

Using the Planview Update User preset

The Update User preset enables you to update a Planview user, by User ID.

The user to be updated is referenced in the Advanced Mode > Information tab in the property{{planview_user_id}}.

Did you know?
You can update additional user fields in the Advanced Mode > Body tab. For further information, refer to the Planview API Documentation: Update a user.

Reference articles for workflows

• Mapping positive and negative responses
• Troubleshooting workflows 
• Using the API block

Creating a SaaS User Role workflow

This workflow block allows you to read a user’s role from Planview. The block returns the following roles:

• Administrator
• Board Creator
• Account Owner
• Team Manager
• External User
• Member (default)

Prerequisites

Before you create a SaaS user workflow, you should have already run your extended user integration and selected User plus SaaS User to populate the Planview software entry in the Software > SaaS menu.

To create a Saas User workflow using the Planview User Role preset, complete the following steps:

1. Click Configuration > Workflows 
2. Click Add (+) and select Software SaaS Users from the list.
3. Enter the name and a description of the workflow. 
4. Edit the Begin block by adding the rules that will trigger the workflow. For further information see SaaS User Roles.
5. Click the Blocks tab, and drag and drop the SaaS User Role retrieval block onto the canvas.
6. Click the Edit icon.
7. Enter Planview in the search field and choose the Planview User Role preset.
8. Click the right arrow >.
9. Enter your Credentials.
10. Select the Deactivate User checkbox to deactivate the SaaS user in SaaS > Planview > Users if they are not found in your Planview instance.
11. Click SAVE.
12. Connect the blocks.
13. Save, validate, and activate your workflow.

To view active Planview users in the SaaS Users UI, complete the following steps:

1. Click Software from the menu.
2. Select the Saas tab, and select your software entry for Planview.
3. Click Users in the side pane.           
4. The Role column will be populated to confirm that this user has been found in your Planview SaaS.

Reference articles for creating workflows

• Creating SaaS user workflows.
• Offboarding SaaS users.